Steps to Write an Effective Relieving Letter Request to HR
| Document | Main Purpose | When Needed? | Issued By |
|---|---|---|---|
| Relieving Letter | Confirms an employee has completed notice and exit formalities | Joining new job, background check | Previous Employer/HR |
| Experience Letter | Details job profile, duration, and performance | Job change, visa, admissions | Previous Employer/HR |
| Resignation Letter | Employee formally informs intent to leave | Start exit process | Employee |
What is a Relieving Letter Request?
A relieving letter request is a formal application or email you send to your employer or HR department. You ask for an official document that proves you have resigned and left the company after completing all responsibilities. This request is important when joining a new organization, as it acts as legal proof of your work exit.
Why Relieving Letter Requests Matter
Employers need relieving letters before onboarding, to confirm you have finished your previous job. Universities, visa authorities, and background agencies may also ask for it. Not having this letter can create problems, so knowing how to request it in English is essential for school, exams, and your future career.
Relieving Letter Request Format
Your relieving letter request must be polite, clear, and include all relevant details. Here are the key components to include:
- Subject line (Request for Relieving Letter)
- Your full name and Employee ID
- Department/Position held
- Date of resignation and last working day
- Confirmation that notice period was completed
- Purpose or reason for the request (new job, education, etc.)
- Polite closing and contact details
Sample Relieving Letter Request Email
Below is a simple relieving letter request format that you can use as a template for email or printed letter.
Subject: Request for Relieving Letter Dear [HR Manager’s Name], I am [Your Name] (Employee ID: [Your ID]), from [Department/Designation]. I resigned on [Date] and my last working day was [Date]. I have completed all handover and notice period responsibilities. I kindly request you to provide my relieving letter as I need it to join my next organization. Thank you for your support. Sincerely, [Your Name] [Your Contact Details]
Early Relieving Letter Request Sample
If you need to request an early relieving letter, mention your reason clearly and politely. Here is an example:
Subject: Request for Early Relieving Letter Dear [HR Manager’s Name], I am [Your Name] (Employee ID: [Your ID]). Due to [mention genuine reason, e.g., urgent joining date at new company], I request early issuance of my relieving letter. I assure you all handover duties are complete. Kindly consider my request on priority. Thank you for your understanding. Regards, [Your Name]
Common Mistakes to Avoid in Relieving Letter Requests
- Leaving out essential details like your last working day or employee ID
- Using informal or demanding language
- Forgetting to attach your resignation acceptance or any required documents
- Asking for urgent action without a valid reason
- Sending your request to the wrong department or email address
Tips for Effective HR Communication
- Always use a clear subject and formal greeting
- Use concise, respectful language—never blame or threaten
- Attach resignation proof if possible
- Follow up politely if no response in 5–7 days
- Copy your reporting manager if required
Difference Between Relieving Letter and Experience Letter
A relieving letter only confirms your exit and last working day. An experience letter includes your work role, period, and achievements. Both are important, but new employers mainly ask for the relieving letter first.
Where to Use a Relieving Letter Request
You may need a relieving letter for joining a new company, university admissions, government verification, or when applying abroad. Knowing this letter format helps in exams, official communication, and in getting certificates such as experience certificates quickly.
Download or Copy Sample Relieving Letter Request
To save time, students can download formats as Word/PDF or copy the template above. For more samples and detailed letter writing guidelines, check Formal Letter Writing and Application for Certificate on Vedantu.
More on Formal Requests and Certificates
- Job Application Letter Format
- Authorization Letter
- Letter to Principal for TC
- School Leaving Certificate Application
- Apology Letter for a Mistake at Work
- Letter Writing
In summary, a relieving letter request is a key formal communication when leaving a job. It must be brief, polite, and complete. Using the correct format ensures a quick response and helps with your next steps in studies or work. Practising such letters with Vedantu improves both academic and professional writing skills.
FAQs on How to Write a Relieving Letter Request (With Format & Samples)
1. What is a relieving letter request?
A relieving letter request is a formal document an employee submits to their previous employer, requesting official confirmation of their job exit. It's crucial for new job applications or educational admissions.
2. How to write a letter asking for a relieving letter?
To request a relieving letter, write a formal email or letter. Include your name, employee ID, resignation date, last working day, and politely request the letter. A clear subject line like "Relieving Letter Request" is helpful.
3. How do I ask for a relieving letter from my previous company?
Send a formal relieving letter request to your previous company's HR department. Include key details such as your employment dates, reason for needing the letter, and preferred contact information. Maintain a professional and polite tone throughout your communication.
4. How to write a request for a release letter?
A release letter request (similar to a relieving letter request) should be formal and polite. State your name, employment dates, and the reason you need the letter. Clearly request the letter's issuance. Attach relevant documents if required by the company's policy.
5. How do I request a letter for early relieving?
To request early relieving, explain your reasons clearly in a formal request letter to HR. Be prepared to discuss your situation and any potential impact on your work. Include your desired release date and be aware that approval isn't guaranteed.
6. What are the contents of a relieving letter request?
A relieving letter request should include: your full name, employee ID, resignation date, last working day, reason for needing the letter (new job, education, etc.), and your contact details.
7. What should be mentioned in a relieving letter request email?
Your relieving letter request email should contain your name, employee ID, resignation date, last working day, and the reason why you need the letter. Keep it concise, professional, and polite.
8. Is a relieving letter different from an experience letter?
Yes, a relieving letter confirms your departure date and employment end. An experience letter details your job responsibilities, achievements, and skills. Both are important, but serve different purposes.
9. How do I request a relieving letter and full and final settlement?
Request both a relieving letter and full and final settlement in a formal letter or email to HR. Clearly state your need for both documents, ensuring your request is polite and professional. Include your resignation date and desired timeline.
10. What do I do if HR does not respond to my relieving letter request?
If HR doesn't respond, send a polite follow-up email or letter. If there's still no response, escalate your request to your manager or refer to your company's HR policies on document processing timelines and grievance procedures.
11. Can I use a resignation acceptance email as proof for a new employer?
While some employers might accept a resignation acceptance email, a formal relieving letter is generally preferred. Confirm your new employer's requirements beforehand to avoid delays.
12. Is there a legal timeframe for my employer to provide a relieving letter?
The timeframe for issuing a relieving letter depends on local labor laws and company policies. It's usually issued after the full and final settlement, typically within a few days or weeks.
13. Do I need to mention full and final settlement in my request?
It's advisable to mention full and final settlement in your relieving letter request if you need both documents simultaneously, especially if you have an urgent need for them.
14. Does a relieving letter request format differ for private and government jobs?
While the basic structure of a relieving letter request remains similar, the specific wording and format might vary slightly based on the organization's internal protocols and procedures.
